Local PTA/PTSA Bylaws Approval Process

Bylaws determine the structure and provide specific regulations by which its affairs are governed and officers are elected. The bylaws define or explain the rules under which the PTA functions. They protect the group from error and guide it to efficient service. Approved bylaws must be on file in the Kentucky PTA office to maintain a “unit in good standing” status. All established PTAs and PTSAs must renew their bylaws every five years to remain a “unit in good standing.”

The bylaws should be submitted to Kentucky PTA for approval prior to the renewal (expiration) date.

The local PTA/PTSA bylaws form should be completed using the information that was approved by your general membership. Below are the three types of bylaws submissions available; all use the same bylaws form.

Types of Bylaws Submissions

New PTA/PTSAIf your PTA/PTSA has been newly formed or re-formed and this is your first bylaws submission since that time, this submission would fall into the “New PTA/PTSA” category on the first page of the bylaws submission form.

Bylaws AmendmentIf your local PTA/PTSA would like to make a change to the existing bylaws prior to the renewal (expiration) date, you may submit an amendment. An amendment is simply a change in the current bylaws, but will not affect the renewal date. For example, your current bylaws have a renewal date of January 2019 and you submit an amendment to change your local dues amount from $5.00 to $5.50. If the bylaws amendment is approved on 1/20/15, then the renewal date remains January 2019.

Required Questions within Bylaws Form

PTSA: middle, junior high, and high schools (students can be paid members in PTSAs if they are at least in grade 6)

In what city is your PTA/PTSA located?

In what county is you PTA/PTSA located?

In what district is your PTA/PTSA located?

Members of the nominating committee* shall be elected by:

_____ General PTA/PTSA membership

or

_____ PTA/PTSA Board

*The nominating committee will have the responsibility of nominate an eligible person to fill each officer position and report its nominees at the general PTA/PTSA membership meeting at least one month prior to the election meeting.

What annual dues would your PTA/PTSA like to charge per member?

This amount should be at least $5.00 in order to cover your costs. For each paid member, your PTA/PTSA will be required to send $2.25 for National PTA dues, $1.25 for Kentucky PTA dues, and between $0.10 and $0.25 for your district dues. To determine the appropriate district dues amount please see the table at the end of this document.

Number of Vice Presidents

This should be an exact number and not a range. Most PTAs/PTSAs have between two and four vice presidents. Some examples include: Fundraising/Ways and Means, Communications, Programs, Volunteers, and Membership.

In what month will elections be held during a general membership meeting?

This should be a specific month. Appropriate answers might include April, May, or June. Holding officer elections in the fall might be necessary for one-year schools. However, it is optimal to hold elections in the spring, giving newly elected officers the summer to plan for the upcoming year. This also allows outgoing officers to complete all necessary paperwork and documentation prior to the June 30 fiscal year-end.

This should be done in the month prior to elections being held. Suggested month choices include March, April, or May.

Vacancies shall be filled by a majority vote of the board with __________ days’ notice of such election being given.

This should be enough time for the majority of the board to make calendar adjustments, but short enough so that the vacancy may be filled in a timely manner. The suggested number of days should range between three and ten.

Special meetings may be called by the president or by a majority of the board with ___________ days notice being given.

This should be enough time for the majority of the board to make calendar adjustments, but short enough so that the vacancy may be filled in a timely manner. The suggested number of days should range between three and ten.

Chairmen shall serve for a period of _________ years.

It is recommended that terms be one or two years.

Chairmen are not eligible to serve more than ________ consecutive terms in the same position.

Consecutive terms should be two or three terms.

Number of general membership meetings during the school year

The minimum number of general membership meetings throughout the year is three. However, your PTA/PTSA can choose to hold more than three.

Quorum number.

This is the minimum number of paid members you must have present at general meetings to conduct business. The lowest quorum number acceptable is ten. However, your PTA/PTSA can elect to have a higher number than that.